There really should be some sort of guide on how official correspondence in the corporate space is done. While I am hardly an authority on the subject matter, I thought I’d offer a few tips on how to improve your email communications.
Always start your correspondence with a “good morning/afternoon, (insert name of recipient here)”. It’s a pleasant enough greeting without being too familiar which is best especially in a business or corporate environment. “Dear __” is best left for friends and family. If you prefer, you can follow up with an “I hope you’re doing well” but it should be used sparingly.
The Body of the Letter
Another thing to remember is to avoid slang or colloquialisms unless absolutely necessary. Keep to the subject matter and the important points and never use emoticons or emojis (however fun it may be). Brevity is key especially when corresponding with the more senior members of your organization so keep your letter or call as simple and short as possible.
Oftentimes, depending on the nature of the message, I would sign off with “I look forward to your (insert preferred call to action here) followed by a simple “kind regards” or “thank you” to show your appreciation for the recipient reading the letter. The “kind regards” is enough but a call to action tells the recipient what your expectations are of him.
These are not hard and fast rules but are merely guidelines. Different businesses, depending on the existing company culture, will have different recommendations on how official corporate communications are conducted but these tips should steer you in the right direction.
I look forward to hearing from you. Kind regards.